Executive Administrative Assistant

Company Overview:

Hillwood, a Perot company, is a premier commercial and residential real estate developer, investor and advisor of properties throughout North America and Europe. With a diverse portfolio of properties and home to many of the world's leading companies, Hillwood is committed to bringing long-term value to our customers, partners and the communities we serve.

Through the Communities division, Hillwood has delivered 50,000 single-family lots in master-planned communities across 13 states and Costa Rica. These communities continue to raise the bar in terms of quality, innovation, and the unmistakable sense of community that sets each property apart. Before laying the physical groundwork for any new residential development, Hillwood Communities takes the time to focus on the ideals that draw people together — and the everyday interactions that strengthen those bonds. By purposefully designing trails, gathering spaces, and structural amenities to spark spontaneous encounters and foster shared interests, Hillwood Communities believes in the power of community. For more information, please visit www.hillwoodcommunities.com.  

Position Summary:

Hillwood Communities is seeking a highly organized, proactive and experienced Executive Administrative Assistant to support our team in Houston, TX. The ideal candidate will provide business, office and project support to ensure the smooth and efficient operations of the Houston office. This position requires a detail-oriented individual who is motivated, possesses exceptional communication skills, and can manage multiple tasks effectively in a fast-paced environment. This role will also provide exposure to various aspects of business operations and opportunities to contribute to the success of our region.

Responsibilities:

 Administrative Support: 

• Assist with scheduling, calendar management, and coordinating meetings and events for the team.
• Prepare and organize reports, presentations, and project documentation as needed.
• Handle incoming calls and correspondence, acting as a liaison between the office and external partners.

• Arrange and coordinate travel itineraries, accommodations, and logistics, as needed.
• Prepare and submit expense reports accurately and in a timely manner.
• Order catering services and make reservations for business functions and meetings.
• Conduct research, compile data, and prepare reports for consideration and presentation.
• Coordinate and manage special projects and initiatives as assigned.

 Office Support: 

• Oversee all office activities ensuring supplies, equipment, and technology are properly managed.
• Implement and maintain organizational systems for recordkeeping, contracts, and correspondence.
• Manage vendor relationships and office services, including scheduling maintenance and overseeing facility needs.

• Ensure the office environment is professional, organized, and efficient.
• Greet and assist guests, ensuring a welcoming and professional environment.
• Handle ad hoc requests and run errands as needed.

Project Support:

• Review and assist in processing contracts with consultants including engineering, environmental consultants, landscape architects and land planners and contractors.
• Assist and review monthly invoices from consultants and vendors.
• Assist with HOA management activities and board meetings.
• Assist in the review of and help process monthly contractor pay-applications.
• Assist the Marketing Manager with various tasks to ensure events and logistics run smoothly.
• Provide assistance on loan closing checklists as needed.
• Assist the Accounting team to complete monthly bank draws as necessary.
• Ensure proper filing of permits, contracts, and other regulatory documents.
• Maintain HOA management meeting records and liaise with community board members as needed.

Required Skills/Abilities: 

• Highly organized and detail-oriented.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and the ability to build relationships.
• Strong organizational and time-management abilities.
• Strong problem-solving skills and attention to detail.
• Ability to multitask, prioritize tasks effectively, and manage heavy workloads in a deadline-driven, fast-paced environment.
• Ability to work independently and as part of a team.
• Possess discretion, a professional demeanor, integrity, and ethics.
• Ability to run errands and drive to project sites as needed.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

 Education and Experience:

• Associate or Bachelor’s degree preferred.
• Minimum of 3-5 years of executive administrative experience or similar role.
• Demonstrated experience working in an office environment.
• Notary public certification preferred, or willingness to obtain certification.
• Real estate experience preferred.

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

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